Purpose

This tutorial introduces users to the Eightfold (EF) Talent Acquisition (TA) Leaders Dashboard, including a general overview of the dashboard, information about each dashboard feature, and the benefits of using the dashboard.

Audience

This document is created considering its use by recruiters and TA leads to monitor the health of the recruitment function, identify areas for improvement, and make data-driven decisions to optimize the recruitment process.

Introduction

The TA Leaders Dashboard provides TA Leaders to get visibility into the value additions of Eightfold. It comprises key performance indicators (KPIs) that are used to measure the effectiveness of the talent acquisition function within an organization.

Users can access and log out of the dashboard by taking the following steps.

Accessing the Dashboard

1. Open a supported browser, and go to https://app.eightfold.ai.
   
2. Enter the email address and password for your EF account.
   
3. Click Sign In.
   
4. Go to the Dashboards tab, and select TA leaders Dashboard.

For the first time users:

If you are a first-time user of the TA Leaders Dashboard, you will need to provision to view it in the 'Insights' (or) 'Dashboards' tab. The user should have the permission perm_manage_taleaders_dashboard as well as perm_manage_talent_reports mapped to their role to view this dashboard .

Here’s how to provision the dashboard:

1. After signing in, go to More -> Admin Console -> Analytics -> Provision Dashboards.
   
2. In the TA Leaders dashboard row, select the Actions icon.
   
3. Select Create > Submit. Once you’ve provisioned the dashboard, it will appear as an option in the Dashboards (or) Insights tab (based on how you have named it).

Logging out

To log out of https://app.eightfold.ai, select your user icon at the top-right of the page and then select Logout.

Data Refresh Frequency

The information on this dashboard is updated every 2 hours.

Dashboard features

When you access the TA Leaders Dashboard, you’ll see a Controls section/row and then several tabs, graphs, and tables.

The Dashboard contains the following features along with the controls section on the top of every tab:

• Highlights
  
• Key TA Metrics
  
• Sources & Career Sire Performance
  
• Stage Mapping
  
• Glossary

The following sections describe the dashboard features in detail.

Controls

Controls are attributes used for customizing the TA Leaders Dashboard based on different fields (such as business unit, job function, position title, position country, recruiter, hiring manager).

To better understand the dashboard tiles, it's important to first understand the Controls section.

To open the Controls section, click anywhere in the section. This will expand the Controls section and show the fields mentioned above.

In the Controls section, you’ll be using the fields as filters to show the relevant data that you want to see in the dashboard:

Select the relevant fields as per your requirement for all the tabs under the controls.

Date Range Controls across Tabs

Highlights

• YTD is selected by Default
  
• Hire date (From - To): refers to the date on which candidates were advanced to the hired stage group

Key TA Metrics

• Hire date (From - To): refers to the date on which candidates were advanced to the hired stage group

Sources & Career Site Performance

• Activity Date (From -To): associated with the visit date or the application date.

Position (Requisitions) based controls

• Job Function: This is inferred based on the Job Function mapped to the Position. If the Job Function is not inferred, the value displayed would be 'Job Function Not Assigned'.
  
• Position Country: The location of the position could be different from the location of the career site visitor.
  
• Business Unit: The ATS field which is mapped to the business_unit field will show up here. If there is no field mapped, the value displayed would be ‘Business Unit Not Assigned’.
  
• Recruiter: The name of the Recruiter of the position. If there is no recruiter mapped to a position, the value displayed will be ‘Recruiter Not Assigned’. If the name of the recruiter is not stored in Eightfold, the email of the recruiter will show up.
  
• Hiring Manager: The name of the Hiring Manager of the position. If there is no recruiter mapped to a position, the value displayed will be ‘Hiring Manager Not Assigned’. If the name of the hiring manager is not stored in Eightfold, the email of the hiring manager will show up.

Special controls

• Estimated Cost Per Hire: This is an input field where the Customer can change the estimated value per hire if outsourced. The default value is set to $4000.
  
  • This input is used for calculating the Hiring Cost Savings due to Referral and Talent Network Hires (available only in Highlights & Key TA Metrics tab).
    
• Last N months: show last N months on time series trend graphs (available only in Key TA Metrics, Diversity & Source & Career Site performance tabs).
  
• YoY Same Period Comparison: This controls the Same Period comparison in the YoY calculations.
  
  • Default = ‘Yes’
    
  • This implies that the YTD numbers are compared with the same period last year (Example: Jan to Apr of 2023 vs Jan to Apr of 2022).
    
  • ‘Select All’
    
  • This can be selected if the YoY% should consider the whole of previous year vs YTD numbers (Example: Jan to Apr of 2023 vs Jan - Dec 2022).
    
• Date Granularity: This is applicable for all time series charts in Key TA Metrics tabs. This can control the granularity of the data by Month, Quarter, Year in all the time series charts.
  
• Below Table Breakdown By: This is applicable only for the visual ‘Applications & Conversions for positions with hires by Job Function’ (where position attribute value is dynamically controlled by the option selected from the ‘View Data by’ drop down.

Dashboard charts (tabs in details)

This section describes the various charts within the TA Leaders Dashboard. You can expand each tile for easier viewing by clicking the expand icon at the top-right corner of the tile. You can also export each tile’s data into CSV or Excel format, depending on which tile you’re exporting data for, by selecting the menu icon at the top right.

Highlights

Customers can view the year-to-date (YTD) value of Key TA Metrics, and Sources & Career Site performance, as well as the year-over-year (YoY) changes.

Recruitment Outcomes

Recruitment Outcomes shows the following information:

Note: All KPIs associated with Hires are dependent on the stage_group = ‘hired’ in your stage_map_config. If this stage group is not available in your config, the Hired Candidates will show up as ‘0’. Please check with your admin or Eightfold Point of Contact if this is configured.

Recruitment Outcomes:

• Hires: The unique number of candidates who were advanced to the Hired stage.
  
• Talent Network Hires refers to Unique candidates who are repeat applicants with the oldest application being at least 28 days apart from the current one. Referral Hires are excluded from this set (in this dashboard only).
  
• Referred Hires refers to the Unique Candidates who were referred by an employee and were advanced to the 'Hired' stage.
  
• Match Score of Hires: It is the Average Match Score of the candidates advanced to Hired Stage.

Recruitment Efficiency:

• Average Days to Hire: Time taken between Application Submission Date and Advanced to the Hired Stage Date.
  
• Average Days to Fill: Time taken between Position Creation Date and Advanced to Hired Stage Date.
  
• Hiring Cost Saving: It is the cost saved due to Referred and Talent Network Hires. It will vary based on the input given for Estimated Cost Per Hire in the Controls section on the top.

Key TA Metrics

Insights about the aggregated, trended & year-over-year (YoY) changes of all the Key TA Metrics such as Hired Applications, Average Days to Hire, Average Match Score of Hired Candidates, Offer Acceptance Rate, Offer Declines & Recruitment Funnel Effectiveness and Hiring Cost Savings.

How to Interpret the data in this tab:

• On the left hand side, it displays the aggregated value (based on the date range selected).
  
  • Hired Candidates:‘569’ refers to the Hired candidates from Jan 2021 - Dec 2022.

• In the middle data trended in the past N months selected metrics are displayed (based on Last ‘N’ Months selected).
  
  • Hired Candidates (Last 6 Months) shows the Hires is the Last ‘N’ Months from the ‘To Date’ selected in the Controls section.
    
• On the right hand side year over year metrics are displayed for prorated values.
  
  • Please note that the YoY tiles below show the previous year's data for the same YTD period by default.
    
  • To view the complete data for the previous year, please select 'Select All' in the 'YoY Same Period Comparison' dropdown located in the Controls section above.

The same pattern is followed across the visuals in this tab.

Hired Applications, Days to Hire & Days to Fill

This section shows the following information:

• Hired Candidates (Overall Aggregate, Last 12 months and YoY)
  
• Average Days to Hire (Overall Aggregate, Last 12 months and YoY)
  
• Average Days to Fill (First Hire) (Overall Aggregate, Last 12 months (by default) and YoY)

Quality of Candidates Hired

Quality of Candidates Hired shows the following information:

• Average Match Score of Hired Candidates (Overall Aggregate, Last 12 months and YoY).

Offer Acceptance Rate & Offers Declined

Offer Accepted & Decline Rate shows the following information:

• Offer Acceptance Rate: Hired Candidates/ Candidates with Offers ('hired' and 'offer' stage group configuration in the stage_map_config is necessary for this value to load)

Recruitment Funnel Effectiveness

Recruitment Funnel Effectiveness shows unique candidates across different interview stages for positions with hires.

Note:

1. In the recruitment funnel, the important interview stages are selected based on the commonly used interview stage groups across customers in order to calculate the conversion accurately. We recommend you to configure your interview stages under these important stage group groups in stage_map_config.
   a. EF standard stage groups are new_applicant, phonescreen, onsite (or) interview, offer, hired.
   
2. If you would like to see the other stage groups, that are not part of this config, then you can create a copy of this template to create a customized version based on your use case.

• New Applications - Unique candidates who have been advanced to the 'new_applicant' interview stage group.
  
• Phonescreen - Unique candidates who have been advanced to the 'phonescreen' interview stage group.
  
• Onsite / Interview - Unique candidates who have been advanced to the 'onsite' or 'interview' stage group.
  
• Offers - Unique candidates who have been advanced to the 'offer' stage group.
  
• Hired - Unique candidates who have been advanced to the 'hired' stage group.

Note: Stage values with Stages with 'EF_Missing' - Not every stage change is properly captured in the ATS. Eightfold Analytics infers these missing stages to enable proper funnel conversion analysis. These stages are named with the suffix 'EF_Missing' and generally the timestamp associated with these stages will be the same as the earliest available stage date in the application process.

Recruitment Funnel Conversion by Position Attributes: This view helps in comparing how the conversion looks across key position attributes. In order to change the Position attributes, you can make use of the ‘Below Table Breakdown By’:

Return-On-Investment (ROI)

Return-On-Investment (ROI) shows Referred & Talent Network Hiring Cost Saved, Referred & Talent Network Hires, and Hired Application % information.

Sources & Career Sire Performance

Insights about the Career Site Performance and the ROI across sources (Application Sources, Career Site Sources Conversation Funnel).

Career Site Performance

Career Site Performance shows the following information:

• # of Visitors: number of unique visitors on the career site in the selected time range (based on cookie, each cookie id is identified as one visitor).
  
• # of Applicants: number of applications started on Career Site ('application start' is the click on 'Apply' button of a job).
  
• Visitor to Applicant Conversion: applicants on career site / visitors on career site.
  
• Application Completion Rate: application submits / application starts:
  
  • Application starts on career site: number of applications started on Career Site ('application start' is the click on 'Apply' button of a job).
    
  • Application submits on career site: number of applications submitted on Career Site.
    
• Visitors MoM Trend (Last 12 Months)
  
• Application Completion Rate MoM Trend (Last 12 Months)
  
• Candidate Experience Score (NPS) MoM Trend (Last 12 Months)

Stage Mapping

This tab contains information about Stage Group to Stage mapping. Learn more about the Stage Group to Stage mapping.

Glossary

This tab contains information about the controls, how to interpret data across tabs and the definitions for all the key performance indicators (KPIs) used in this Dashboard.

Key dependencies to consider

Here is a list of prerequisites for all the tiles of the Dashboards to load appropriately:

Prerequisite	Source	Description	Dependent Tiles
stage_group = ‘hired’	diversity_dashboard_config	The absence of the ‘hired’ stage group will end in ‘0’ value across the tiles associated with the hires	All tiles associated with Hires Hired candidates Match score of Hired Days to Hire Days to Fill (First Hire)
EF standard stage groups	diversity_dashboard_config	The dashboard uses EF standard stage groups to calculate the applicants across the recruitment funnel. The EF standard stage groups are new_applicant, phonescreen, onsite (or interview), offer, hired. If the customer uses any other stage group than these, the recruitment funnel conversation table will show NULL values	Recruitment Funnel Conversion Tables
Business unit	ats_config	The value mapped during the ATS mapping set up will show up in the dashboard. If this is not showing the values that the customer needs, please work with your SA to do the correct mapping and backfill	‘Business Unit’ in th controls section
Job Function	ats_config	The value mapped during the ATS mapping set up will show up in the dashboard. If this is not showing the values that the customer needs, please work with your SA to do the correct mapping and backfill	‘Job Function’ in th controls section
Position Status	ats_config	The value mapped during the ATS mapping set up will show up in the dashboard. If this is not showing the values that the customer needs, please work with your SA to do the correct mapping and backfill	‘Position Status’ in the controls section

Frequently asked questions

Here is a list of all the frequently asked questions about the TA leaders dashboard:

1. When do I see the error "Computational error period over period" in the KPI tiles?

These errors come when the value in the tile = 0 for the current year or the previous year.

For eg: When Hired candidates tile is showing this error, it means there were no hires made in the current year or previous year.

2. How to configure stage groups in stage_map_config?

First, you will need to review your current interview stages and determine which category they fit into based on the descriptions provided by Eightfold. Here's a quick overview of each category:

• new_applicant: This category is for the first stage of the applicant process, typically when a candidate submits their application.
  
• phonescreen: This category includes interactions with the Recruiter and Hiring manager, such as phone screens, initial interviews, and assessments.
  
• onsite (or) interview: This category covers all the interview rounds that happen after the recruiter and hiring manager screen, including on-site interviews, panel interviews, and technical interviews.
  
• offer: This category includes all stages from Offer Initiated to Offer Declined, such as offer negotiation, reference checks, and background checks.
  
• hired: This category indicates that a candidate has been hired and includes activities such as onboarding, orientation, and training.

Once you have categorized your interview stages, you can use this information to enter your stage_group to stage mapping here: Admin Console -> Talent Diversity -> Diversity Dashboard Config.

3. How can I customize the dashboard based on different stage groups than the EF standard ones?

The changes will depend on which stage group you would like to change. For example, let’s assume you would like to have ‘recruiter screen’ as a stage group instead of ‘phonescreen’.

1. Include your stage group here: Admin Console -> Talent Diversity -> Diversity Dashboard.
2. Refresh the dataset from the admin console. Click Actions button next to the dashboard > Refresh > Submit > Confirm.
3. Navigate to the Authoring Console.
4. Select the Analysis from the analyses page that you would like to modify. In the analysis page, click on Save as button at the top right of the page. In the dialog box that appears, save a copy of the analysis with a new name. Once the analysis is saved, QuickSight will automatically render the copy of the analysis.
5. Check what are the formulas associated with the stage that you would like to change by searching for it in the ‘Fields list’.
6. Checkout the formula and where it say stagegroup = ‘phonescreen’, make it as stagegroup = recruiter_screen.
7. Now, the ‘recruiter_screen’ should show up in the Recruitment funnel in ‘Key TA Metrics’ tab as well as the Diversity Metrics tab based on the number of applications advanced to this stage for the time period selected.

4. What could be the reason for ‘Business Unit Not Assigned’ or ‘Job Function Not Assigned’?

There are 2 scenarios:

• Scenario 1: If all rows indicate 'Business Unit Not Assigned', it means that the field mapped to business_unit during integration has NULL values. To resolve this issue, you may inform the EF point of contact about the specific field that should be mapped to the business unit.
• Scenario 2: If only a few positions display 'Business Unit Not Assigned', it indicates that the mapped field has no value for those positions. To address this, you can update the affected positions and request that EF initiates manual synchronization to ensure the correct values are assigned to the 'business_unit' field.

5. How is the YoY calculated?

By default ‘Same Period Comparison’ is set to ‘Yes’: This means that YTD value is compared with the same period in the previous year.

For example: If ‘2023-01-01’ to ‘2023-04-21’ is selected, the same period last year ‘2022-01-01’ to ‘2022-04-21’ is compared and displayed in the tile.

• ‘2023-01-01’ to ‘2023-04-21’ = 27 Hires
  
• ‘2022-01-01’ to ‘2022-04-21’ = 138 Hires

But you have a choice to select ‘Same Period Comparison’ = ‘All’: This will compare the whole of 2022 will be compared with the 2023 YTD. ‘2023-01-01’ to ‘2023-04-21’ = 27 Hires ‘2022-01-01’ to ‘2022-12-31’ = 299 Hires

6. Why is my Offer Declines showing no data?

This could be because of a couple of reasons:

1. Eightfold checks if the last stage of the application indicates if the Offer has been declined using keyword search such as ‘Offer’ AND (‘Decline’, ‘Not Accepted’,’Rejected’).
   a. If in case your offer decline stage does not satisfy this criteria, then the appropriate rejection reasons might not get pulled up.
   
2. Offer Declines are happening outside Eightfold.
   
3. Whoever is recording the Offer Decline stage is not capturing the Offer Decline reasons correctly.

7. When does the conversion rate not have any data in the tabular view of the recruitment funnel?

This happens when the customer does not have the same EF standard stage groups.

8. What are the EF Missing stages?**

Not every stage change is properly captured in the ATS.

Eightfold Analytics infers these missing stages to enable proper funnel conversion analysis. These stages are named with the suffix 'EF_Missing' and generally the timestamp associated with these stages will be the same as the earliest available stage date in the application process.

9. Can we get access to the formulas behind the dashboard?

Ofcourse! We have documented all the formulas in the Appendix below. If you have access to the Dashboard Authoring Console. then you can directly view the formulas in the ‘Analysis’ version of the dashboard.

10. How to add custom fields to this Dashboard?

Yes. You can refer to this document to understand the process.

11. Can we customize the dashboard based on our use case?

Yes. You can refer to this document to learn to create a custom version of the dashboard.

12. Are there self service materials available to learn to operate Dashboard Authoring Consoles?

Ofcourse! Please refer to this document to learn end-to-end.

Appendix:

KPIs and formulas

Section 1: Key TA Metrics

Metric	Formula	Notes & Conditions
1. Hired Candidates	distinct_countIf({profile_id}, {stage_group}='hired')	Calculates the unique number of candidates advanced to the Hired stage. If 'hired' is not configured in stage_map_config, the value will be '0'.
2. Average Days to Hire	dateDiff({application_ts},{MinTimeToStage }, "MI") / (24*60)	Time taken between Application Submission Date and Advanced to Hired Stage Date. Where: `{MinTimeToStage } = minOver({stage_ts}, [{application_id}, {stage_group}], PRE_FILTER) when stage_group = 'hired'`
3. Match Score of Hired Candidates	avg(match_stars) when stage_group = 'hired'	Average Match Score of candidates advanced to the Hired Stage.
4. Average Days to Fill (First Hire)	avgIf(ifelse(trim(toLower({stage_group}))='hired',dateDiff({position_created_ts}, {stage_ts}, 'DD'),90000),{Rank for The Days to Fill}=1)	Time taken between Position Creation Date and First Hire Date. `Rank for The Days to Fill` is: `denseRank([ifelse(trim(toLower({stage_group}))='hired',dateDiff({position_created_ts}, {stage_ts}, 'SS'),99999999999999) ASC],[{position_id}],PRE_FILTER)`. Conditions:Positions created \> 365 days ago are excluded. Stage Advanced Date \> Position creation date.
5. Average Days to Fill (All Hires)	ifelse(trim(toLower({stage_group}))='hired',dateDiff({position_created\_ts}, {stage\_ts}, 'DD'),90000)	Time taken between Position Creation Date and Hire Date of all Hires. Conditions:Positions created \> 365 days ago are excluded. Stage Advanced Date \> Position creation date.
6. Average Match Score of Hired Candidates	avgIf({application_match_score},{stage_group}='hired')	Average match score (range 0-5) of candidates advanced to Hired Interview Stage.
7. Hiring Cost Saving	{Talent Network Hires + Referral Hires} * ${EstimatedCostPerHire}	Cost saved due to Referred and Talent Network Hires.
↳ Talent Network Hires	distinct_countIf({profile_id},{application_in_talent_network}= 1 AND {application_is_referral} = 0 AND {stage_group}='hired')	Unique candidates who are repeat applicants (oldest app at least 28 days apart) and not Referral Hires.
↳ Referred Hires	distinct_countIf({profile_id},{application_is_referral} = 1 AND {stage_group}='hired')	Unique Candidates who were referred by an employee and were advanced to the 'Hired' stage.

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Section 3: Sources & Career Site Metrics

Metric	Formula	Notes & Conditions
1. # of Career Site (PCS) Visitors	distinct_countIf({vs_cookie}, Event = 'Visit')	Number of unique visitors on the career site in the selected time range.
2. # of Career Site (PCS) Applicants	distinct_countIf({vs_cookie}, Event='Application Submit')	Number of applications started (click on 'Apply').
3. Visitor to applicant conversion %	{Career Site Applicants} / Visitors	Applicants on career site / visitors on career site.
4. Candidate Experience Score (NPS)	% Promoters - % Detractors	Promoters (5 stars) minus Detractors (1, 2, or 3 stars). % Promoters: `distinct_countIf({unique_id}, {is_promoter}=1 AND event = 'submit_survey') / {Survey participants}` % Detractors: `distinct_countIf({unique_id}, {is_promoter}=-1 AND event = 'submit_survey') / {Survey participants}`

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Recruitment Funnel & Offer Acceptance

Metric	Formula	Notes & Conditions
5. Recruitment Funnel Stages	ifelse( `toLower(trim({stage_group})) = 'new_applicant', 'New Applicant',` `toLower(trim({stage_group})) = 'phonescreen', 'Phonescreen',` `(locate(toLower(trim({stage_group})), 'onsite') > 0 OR locate(toLower(trim({stage_group})), 'interview') > 0), 'Onsite/ Interview',` `trim(toLower({stage_group})) = 'offer' , 'Offer',` `trim(toLower({stage_group})) = 'hired', 'Hired',` `{stage_group}` `)`	Defines how stage_group values are mapped to simplified funnel stages for display.
6. Offer Acceptance Rate	Hired Applications / Candidates with Offer	Hired Applications: distinct_countIf({profile_id},{stage_group}='hired') Candidates with Offer: `distinct_countIf({profile_id},{stage_group}='offer')`